Build a safe team workspace
Every person who signs in to your dashboard has a login and a role: Owner, Admin, Front desk or Staff. The owner and admins manage logins under Settings, then the Staff tab. What each role can do is in Roles and permissions. This article goes deeper than Add and manage your team: it covers what happens behind each button, what a calendar-scoped team member really can and cannot reach, and how to keep a shared front-desk device secure.
A login is not a calendar. A calendar is a bookable column clients book into. A login is a person's sign-in. Your plan limits calendars only, never logins, and one person can have either, both, or neither.
Invite flow
Staff & calendar access
Invite people under Settings, then Staff, with Invite someone. Each row shows the role and a summary of their settings, and Manage opens their role, their calendars and what they can see.
- Open Settings, then the Staff tab.
- In the Your team card, click Invite someone. The Invite someone to your team form opens.
- Under 1. Who are you inviting?, type Their email address, and Their name if you like. Only the email is needed.
- Under 2. What will they do?, choose Staff, Front desk or Admin. The form starts on Staff. Admin only appears for the owner and for admins with Billing, payouts and admins switched on.
- For Staff and Front desk, tick their calendars under 3. Which calendars are theirs?. An Admin has no calendars to tick, because they reach every calendar anyway.
- For Staff and Front desk, check 4. What can they see?. The standard choices suit most teams.
- Click Send invitation.
The green message starts Invitation sent to their address, and their row shows Invited. They get an email from ResNeo with a single sign-in link. Opening it lands them on Create your password, and from there straight into your dashboard.
You never choose a password for them, and the link is single use. If it is lost, expired, or went to spam, click Manage on their row, then Resend invitation, rather than inviting them again.
Someone who works at another business
Some people work at more than one business on ResNeo, such as a stylist who rents a chair at two salons. Where ResNeo offers this, they keep one login for all of them:
- Invite them as usual. The message tells you they already have a ResNeo login, so there's no password to set, and that ResNeo has emailed them to join your business.
- They sign in as they usually do and choose Join, on the Choose a site page or in the menu under Switch site.
- From then on they switch between businesses from the menu. Each business keeps its own clients, bookings and settings, and they can have a different role at each.
Their row is on your Staff tab, marked Invited, from the moment you invite them, but they can't open your dashboard until they choose Join. You can't set a password for them, because they manage their own login. Use Resend invitation under Manage if they lose the email.
Where ResNeo doesn't offer this yet, the invite is refused before anything is sent, with We can't add this email right now. Try a different email, or contact ResNeo support. For privacy, ResNeo never tells you where else someone works. The full picture is in Working at more than one business.
When the invite does not send an email
Now and then ResNeo adds someone to your team without sending a new email. The message then says they are on your team, that they may already have a ResNeo login, and that they can sign in as usual or use Forgot password on the sign-in page. That is expected, not a fault.
Messages on the invite form
| Message | What it means |
|---|---|
| This person is already on your team. Find them in the list to resend their invitation. | They are on your list already. Click Manage on their row, then Resend invitation |
| We can't add this email right now. Try a different email, or contact ResNeo support. | That email can't be added to your team yet. Try a different address, or contact ResNeo support |
| Inactive calendars cannot be assigned to staff. Activate the calendar first or choose another. | The calendar you picked was switched off while the form was open |
| You have no bookable calendars yet. Add one under Calendar availability, then tick it here. | You have no active bookable calendars yet |
| Only the owner, or an admin they allow, can invite an admin. | You are an admin without Billing, payouts and admins, so Admin isn't offered |
| You've sent a lot of invites today. Please try again tomorrow. | Invitations and resent invitations share a limit of 30 a day for your business |
Your plan and your team
Invite as many people as you need on any plan. Your plan only limits bookable calendars: Light has 1, Plus up to 5, Pro unlimited. Someone who takes bookings needs a calendar. A receptionist or admin does not. Changing plan never asks you to remove anyone.
So on Appointments Light you can give a receptionist their own sign-in. If two of you take bookings, you need two calendars, which means Appointments Plus.
Calendar assignment: what it actually controls
The owner and admins have no calendar assignments, because they reach everything. Assignments only apply to the Front desk and Staff roles. They decide which calendars that person can set up, and which calendars count as their own.
- Diary and bookings. When exactly one calendar is assigned, the appointment calendar and the bookings list open filtered to it. With two or more assigned, both open on All. Either way, with Other people's diaries on Can book and change (the standard), they can switch the filter and work with every column, just as an admin does: open, edit, cancel and check in any booking, and drag a booking from one person's calendar to another's. With View only they can look at other columns but only change their own, and with Hidden they see only their own. See Who can see and work other people's diaries.
- Hours, breaks and closures. They can edit these only for calendars assigned to them. Anything else is view only.
- Services. They see the whole service list and can add services on their own calendars, use Offer on your calendars to choose which of their calendars offer a service, and use Edit your settings to adjust their own price or duration where a service allows it. They cannot create, rename, reorder or delete services for the venue.
- Classes, events and resources. Only the ones on calendars assigned to them.
Two messages tell you the scoping is doing its job. No calendars are assigned to your account. Ask an admin to assign at least one calendar. means the person has no assignments at all, so nothing is editable. You can only manage calendars assigned to your account. means they tried to change a column that is not theirs.
To change assignments later, click Manage on the person's row on the Staff tab and tick or untick calendars under Their calendars. Tick all and Untick all move quickly when you have more than one, and it saves as you go, with no Save button.
If a calendar of theirs is later switched off, Manage lists it under Also theirs, but switched off. Switch it back on under Calendar Availability, or untick it there.
Settings for each person
Every Front desk and Staff person has three settings that narrow what they see. You choose them when you invite someone, or later under What they can see in Manage. The owner or any admin can change them, and they save straight away:
- Can see client phone numbers and emails: untick it and they see Hidden instead. See Hiding client phone numbers and emails.
- Other people's diaries: Can book and change, View only or Hidden. See Who can see and work other people's diaries.
- Can export client data: shows or hides the buttons that download client lists. New people start with it off.
Day-two operations
Each row on the Staff tab has a Manage button. It opens everything about that person and turns into Done. Each change saves straight away and shows Saved.
- Role: a dropdown with Staff, Front desk and Admin. ResNeo explains what will change and asks you to confirm, for example Make Jess an admin?, with Change role or Keep it as it is.
- Signing in: Resend invitation while they haven't accepted. After that, Email a sign-in link sends them a fresh link, and Set a new password opens Set a new password for their name, with one New password box of at least 8 characters, then Set password. There is no confirm box, so type carefully. Use it only when someone is locked out and can't use Forgot password?, tell them the new password in person, and ask them to choose their own after they sign in.
- Remove: the red button with their first name, then Remove in the window that asks Remove [their name] from your team?. Their sign-in stops at once. Their calendar, their past and future bookings and their client history all stay exactly where they are, and their calendar stays bookable until you untick Active (bookable). For someone who hasn't accepted their invitation yet, the button reads Cancel invitation, and the window asks Cancel the invitation for [their name]?. Their invitation email then no longer lets them in.
Set a new password reaches that person's own sign-in only, never another account that happens to share their address. ResNeo refuses it when they haven't accepted their invite yet (use Resend invitation), or with You can't set a password for this person, because they manage their own ResNeo login. Ask them to use Forgot password on the sign-in page. when their login is also used at another business.
Three kinds of row have no Manage button:
- The owner's row. Nobody else can change, remove, set the password of, or resend the invitation of the owner, and the row says Only [the owner's name] can change this. The owner can transfer ownership from their own row. See The owner and transferring ownership.
- Your own row, which says To change your own role or settings, ask the owner or another admin.
- Other admins' rows, unless you are the owner or an admin with Billing, payouts and admins switched on. The row says Only the owner, or an admin they allow, can change another admin.
To change your own password, use Change your password in the Your password card. That form has New password and Type it again, then Save new password.
Session timeout
- On the Staff tab, find Signing out after a break.
- Under Sign people out after, choose 30 minutes, 1 hour, 2 hours, 4 hours, 8 hours, 12 hours, 24 hours or 7 days. This is time without using ResNeo, not total time signed in.
- Click Save. A Saved pill appears and the card shows Right now with the period you chose.
New venues start at 7 days, which is also the longest allowed. It is convenient on a device only you use, and far too loose on a tablet at reception. A shared front-desk device is much safer at 30 minutes or an hour. The setting applies to every login at the venue, not just your own, and only an admin can change it.
What staff cannot see
A Front desk or Staff team member has Account in the sidebar where an admin has Settings, and it opens an Account settings page with only Your profile (name, email, phone) and Password. No venue settings, no plan or billing, no payments, no communications, no booking page.
Reports and Data import are admin only too. Opening either page as a team member sends them back to the dashboard rather than showing an error.
If someone needs your booking reports, the way to give them is to make that person an Admin. (If you use Checkout, the till permissions can also show Front desk or Staff the takings and sales reports.) A new admin does not get the plan, billing, payouts or other admins until the owner ticks Billing, payouts and admins for them, and nobody can ever change or remove the owner. Promote thoughtfully all the same: an admin reaches every setting and every report.
Support
Everyone, whatever their role, has Support in the sidebar footer. It opens a form with a Category (General question, Billing & payments, Technical issue or Feature request), your contact email and phone, a Subject and a Message, then Send Message. The same page links to this help centre.
Common problems & fixes
| Problem | Likely cause | Fix |
|---|---|---|
| No calendars appear on the invite form | You have no active bookable calendars yet | Add one under Calendar Availability, Calendars tab, with Active (bookable) ticked |
| A calendar is missing from Their calendars | It is switched off, or it is a resource calendar | Activate the calendar first. Resource calendars never belong to a person |
| The invitation never arrived | Spam, a mistyped address, or they already had a ResNeo login | Check the address under Manage, then click Resend invitation, or ask them to try Forgot password? on the sign-in page |
| A team member cannot edit their hours | They have no calendars, or not that one | Click Manage on their row and tick it under Their calendars |
| A team member can see and change other people's bookings | Their Other people's diaries is on Can book and change, the standard. Their calendars limit set-up (hours, closures, service settings), not bookings | Choose View only or Hidden under What they can see |
| We can't add this email right now. Try a different email, or contact ResNeo support. | That person works at another business, and ResNeo doesn't offer shared logins for you yet | Try a different email address, or contact ResNeo support |
| Set a new password was refused | They haven't accepted their invite, or they manage their own ResNeo login | Use Resend invitation, or ask them to use Forgot password? |
| Someone is signed out too often, or not often enough | Sign people out after applies to the whole venue | Change it once under Signing out after a break on the Staff tab |
| A team member cannot open Reports | Reports are for the owner and admins | Run the report yourself, or change their role |
| An admin cannot change another admin, or Admin is missing from the roles | Their Billing, payouts and admins switch is off | The owner ticks it under Manage on that admin's row |